Library Administrative Specialist

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Library Administrative Specialist

Salary

$21.41 - $25.42 Hourly

Location

Boise, ID

Job Type

Full Time Regular

Job Number

23 -06865

Department

Library

Opening Date

09/27/2024

Closing Date

10/14/2024 12:00 PM Mountain

• Description

• Benefits

• Questions

Summary Statement

The Boise Public Library improves lives and connects us as a community. Always free and open to the public, we are committed to providing a world-class experience for everyone who visits.

The library executive admin team is accepting applications for an Administrative Specialist with stellar communication, attention to detail, and organizational skills. The individual in this role is the first point of contact for welcoming visitors to the library administration offices. W orking alongside a fantastic, dedicated team of library professionals, the successful candidate in this position:

• Performs a broad range of administrative duties following established procedures and guidelines.

• Assumes responsibility for coordination of administrative support and customer service for the department.

• Provides overall support of the daily operations of the department under both general and specific delegation from library leadership. This includes personnel, records, public board meetings and availability to staff.

• This position works under limited supervision of the Library Administrative Manager, and works closely with the Library Director and Chief Administrative Officer.

  City employees enjoy a top-notch zero-premium healthcare option for you and your family. Generous paid leave policies including 3 weeks of vacation, 96 hours of sick time, 10 public holidays, and 2 floating holidays annually. Other benefits include public employee student loan forgiveness, 10 weeks paid parental leave, a cash-incentive wellness program, and more. Imagine that .

Essential Functions

Performs highly complex and specialized tasks requiring considerable judgment, independent analysis and decision making. Provides leadership, coaching and/or mentoring to a subordinate group.

Acts as primary point of contact for department leadership, performing complex administrative duties. Manages scheduling, onboarding for vacant positions and conducts new library employee orientation. Coordinates business travel arrangements, office supplies, equipment maintenance and manages administrative and organizational functions of the administrative office.

Coordinates, organizes, prepares and monitors monthly meetings for department leadership and the Boise Public Library Board of Trustees. Attends meetings, collects information, transcribes meeting minutes and publishes meeting documentation. Tracks, summarizes and follows up on meeting action items. Organizes and maintains permanent records.

Supports planning and communication with the Library Board of Trustees, city council, the mayor's office and other auxiliary groups on various department initiatives and activities. Coordinates leadership calendars, prepares and distributes official documents, composes department correspondence and proofreads and formats presentations and reports.

Documents and maintains internal processes, clarifies policies and procedures to the general public and assists with the coordination and execution of special projects as needed.

Manages and oversees records management, website updates and consolidates information into reports. Acts as a State of Idaho Notary Public. Manages inquiries from staff and the public through email, phone or in person.

Requirements

Required Knowledge, Experience, And Training

• High school diploma or equivalent and

• 6 years of experience with administrative and operational support duties for senior-level management , or

• an equivalent combination of education and/or experience.

Knowledge of:

• office practices and procedures;

• computer usage including related software;

• fiscal record keeping, budgetary procedures and mathematical computations;

• purchasing practices and procedures;

• records, files and general information management;

• public meeting rules, procedures and practices; and

• general confidentiality in records, finances and customer information.

Ability to:

• read, interpret and apply rules, regulations, policies and procedures;

• compile, develop and organize data and information into clear and concise written reports;

• analyze information, identify alternatives and develop conclusions;

• transcribe meeting minutes in order to create action plans;

• plan, organize and implement special assignments;

• evaluate customer satisfaction, develop cooperative partnerships and utilize resources to continuously improve customer satisfaction;

• assess and prioritize multiple tasks, projects and demands;

• work independently with minimal direct supervision;

• communicate effectively in the English language at a level necessary for efficient job performance; and

• perform all essential functions as assigned by an authorized employee, supervisor and/or manager with or without reasonable accommodation.

Individuals must be capable of operating vehicles safely and have an acceptable driving record.

Preferred Knowledge, Experience, And Training

• Bachelor's degree or other higher-level education and

• 9 years of progressively responsible experience supporting senior-level management with administrative and financial support duties.

Licensing And Other Requirements

• Valid state-issued driver's license.

• Ability to obtain notary license within 9 months of employment.

Special Requirements

Applicants must be able to pass:

• City of Boise background check processes which includes a criminal history check and reference checks in accordance with the City of Boise Hiring Process Regulation

• Driving Record Check

Working Conditions

The physical effort characteristics and working environment described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Efforts

While performing the duties of this job the employee is frequently lifting/carrying up to 10 pounds and occasionally lifting/carrying up to 20 pounds. Also, the employee is rarely pushing/pulling up to 20 pounds. The noise level is rarely moderate. Work includes sensory ability to talk, hear and touch. Work in this position also includes close vision, distance vision, peripheral vision and depth perception. Employees will sit, stand, walk, stoop, kneel, crouch, crawl, reach and grasp.

Working Environment

The work environment will include inside conditions, areas of dust, odors, mist and gases or other airborne matter. Employees will also drive a vehicle as part of this position.

This position works: before and after office hours occassionally for Library Board events.

Top talent deserves top-notch benefits. The City is among the best in the Treasure Valley when it comes to the benefits and perks we offer our employees.

Most positions are eligible for the general benefits listed here; firefighters, police officers, senior managers, command staff, and directors may be offered other benefit plans.

Healthcare:

• ZERO premium medical coverage option for you and your family

• Low-cost dental and vision options.

• Post-employment health savings account.

Retirement and Investment Plans:

• PERSI retirement benefits

• 401(k) or 457b pre-tax investment options with employer match.

• 457b Roth after-tax investment options with no match

WellBeing Program:

• Up to $500 cash per year for participants.

• Alternative transportation incentives.

Paid Leave – City employees receive generous paid leave:

• 10 hours of vacation per month, and this increases the longer you stay with the City

• 12 paid holidays every year

• 8 hours of sick leave per month

• 10 weeks Parental Leave

Life & Long Term Disability:

• Basic Life insurance at no cost to you

• Long Term Disability insurance at no cost to you

Other optional benefits:

• Pre-tax Flexible Spending Accounts

• Supplemental Life Insurance

• Supplemental Disability Insurance

• Tuition reimbursement

• Free local bus pass

• Corporate discount programs

• AFLAC

• Employee Assistance Program for short-term counseling on work, family, finances, and personal issues.

Please visit our website for further details mybenefits.cityofboise.org